EBA欧洲银行-Clarifications-2-EBA-2012-019_6页_344kb

Open Tender Clarifications and Corrigenda Summary

Core Content

The document provides clarifications and corrigenda related to the European Banking Authority (EBA) tender for the provision of travel arrangement services (EBA/2012/019/OPS/SER/OP), issued on 8th June 2012. It addresses several questions from tenderers regarding the mission scenarios, service requirements, payment terms, and document availability.

Main Points and Clarifications

1. Mission Scenario Dates

• Mission 1:

  • Amended Dates:
    • Meeting: 3 July 2012, 10:00–13:00
    • Outbound travel: 2 July 2012, late afternoon/early evening
    • Inbound travel: 3 July 2012, mid afternoon

• Mission 2:

  • Amended Dates:
    • Meeting: 24 July 2012, 09:00–25 July 2012, 18:00
    • Outbound travel: 23 July 2012, late afternoon
    • Travel from Paris to Madrid: 24 July 2012, around 16:30
    • Travel from Madrid to London: 25 July 2012, around 18:30

These amendments were made to ensure accurate and competitive pricing for the travel services.

2. Non-Negotiable Terms

• Travel Booking Staff Member:

  • The EBA requires one travel booking staff member at the main business premises to be dedicated to providing travel agency services.
  • This is not negotiable.

• Payment Terms:

  • Payment must be made no later than 30 days from receipt of the invoice.
  • This is also not negotiable.

3. Hotel Booking and Payment

• Hotel Booking Method:

  • The EBA does not require pre-payment for hotels; travellers pay at check-out.
  • The travel agency is responsible for booking hotels, and staff should use the EBA's travel agency database.
  • The EBA does not maintain its own hotel database but uses the European Commission's hotel database to access special rates.

• Commitment Number:

  • One commitment number can cover multiple trips.

4. Document Availability and Corrections

• Tender Dossier Access:

  • All documents, including background information, corrigenda, and clarification answers, are available for download from the EBA website:
    http://eba.europa.eu/Aboutus/Procurement/Current-calls-for-tender-60000.aspx

• Document Duplication and Omission:

  • There was a duplication of the "Declaration of Honour" document in both PDF and DOC formats.
  • The Financial Capacity Form was missing but has now been included.
  • Tenderers are required to complete the Financial Capacity Form.

5. Hotel Database Clarification

• Hotel Database Reference:
  • The EBA Mission Guide (Annex XI, Section 5.1) refers to the European Commission's hotel database as the preferred resource for staff to book accommodation.
  • The EBA does not maintain its own hotel database, and the names of preferred hotels will be made available to the selected travel agency.
  • If preferred hotels are unavailable, the travel agency can suggest and book alternative hotels near the meeting venue.

Key Information

• The tender was issued in June 2012, and the mission scenarios were based on April and May 2012 initially.
• The EBA has updated the mission dates to ensure accurate pricing and evidence for comparison.
• The travel agency is the primary booking entity for accommodation and travel.
• The Financial Capacity Form is a mandatory document for tenderers.
• All documents and clarifications are accessible via the EBA website.
• The European Commission's hotel database is the preferred source for hotel bookings, with access to special rates.

Summary of Key Requirements

• Dedicated Travel Booking Staff: Required at the main premises.
• Accommodation Booking: To be done via the travel agency, using the European Commission's hotel database.
• Payment Terms: 30 days from invoice receipt.
• Commitment Number: Can cover multiple trips.
• Financial Capacity Form: Mandatory and must be completed.
• Tender Dossier: Fully accessible online with all updates and corrections.

This summary highlights the essential details and clarifications provided by the EBA for the travel arrangement tender.